User Management

#General Feature Information

Feature Name: User Management
Feature Overview:
The User Management feature in OTO enables administrators to manage system users effectively. With this feature, admins can add, edit, or deactivate users, assign roles, and ensure role-based access control to streamline operations across warehouses, branches, and customer service.

How to Use the Feature

Step-by-Step Instructions:

1. Access User Management:

   • Navigate to the Management section and click Users.

   • The user table will display a list of existing users, including details such as their role, status, and 2FA settings.

2. Add a New User:

   • Click the Add User button.

   • Fill in the required fields, including:

     • Full Name

     • Mobile Number (with country code)

     • Email

     • User Type (Select from dropdown options such as Company Admin, Warehouse User, Driver User, etc.)

     • Job Title (Optional)

     • User Code (Optional)

   • Upload a profile photo if needed.

   • Click Add to save the user.

3. Edit or Manage Users:

   • Select a user from the table and click Tools.

   • Choose from the options:

     • Edit User: Modify user details.

     • View User: View user information.

     • Password rest: Share the rest password link with the user.

     • Deactivate User: Disable a user's access to the system.

     • Activate User: Re-enable a previously deactivated user.

4. Assign or Modify Roles:

   • Select a user, go to the Roles dropdown, and choose one of the following options:

     • Modify Roles: Customize role permissions for the selected user.

     • Apply Role Template: Assign predefined roles such as Company Admin or Driver User.

     • Restore Roles: Revert to default role permissions.

5. Upload Data:

   • Click the Upload Data button to bulk import user information using a CSV template.

There are several user types in OTO:

1. Branch User

2. Brand Manager User

3. Warehouse User

4. Customer Service User 

5. Driver User

Each user can be created from the admin dashboard easily. To start, click on the "Users" tab. After creating a user, an invitation email will be sent with a password reset link which they can choose a password, or you can reset by sharing the password reset link directly from the "Users" page. 

Note that each type of user has access to a specific dashboard designed as per their duties. 

• Branch User

Branch users have the authority to deal with the operations related to the branch they are assigned to. They see the orders assigned to their branch on their dashboard.  They can create shipments for these orders, split them according to their stock level, and mark them as ready for pick-up or delivery. Below you can see the branch user's dashboard.

• Company Admin

Company admins have the admin authority to deal with all the operations related to the company. They can create users and set company admins as well. Below you can see the company admin dashboard.

• Warehouse users

Warehouse users have the authority to deal with the operations related to the warehouses they are assigned. They see the orders assigned to their warehouse on their dashboard.  They can create shipments for these orders split them according to their stock level, assign pickers, etc. Below you can see the warehouse user's dashboard.

• Customer Service User 

Call Center users have a specific dashboard designed for customer relations. they can reply to return requests, analyze customer feedback, add comments to orders, etc. Below you can see the Call center user's dashboard.

•   Brand Manager User 

        Brand Manager users can add products, add orders manually and check the inventory for the brands they are responsible for.

Additional Actions:

• Use the search bar or filters to find specific users by their name, email, or role type.

• Export user data for reporting or backup purposes.

Configuration Details

Prerequisites:

1. Ensure that appropriate user types and role templates are predefined in the Role Templates section under Advanced Settings.

Configuration Steps:

1. Navigate to Role Templates in the Advanced Settings menu.

2. Create or edit roles with specific permissions:

   • Examples:

     • Warehouse Access: View, Edit, Activate/Deactivate Warehouses.

     • Shipment Management: Access Pending Orders, Create Shipments, etc.

3. Assign the desired role templates to new users or modify existing user roles as needed.

Troubleshooting and FAQs

Common Issues and Solutions:

• Issue: User cannot log in.

  • Solution: Ensure the user’s status is marked as Active and that their email and mobile number are correctly entered.

• Issue: Incorrect permissions assigned to a user.

  • Solution: Use the Modify Roles option to adjust permissions or reapply the appropriate role template.

FAQs:

• Q: Can I assign multiple roles to a user?

  • A: No, users can only have one primary role assigned. You can, however, customize their permissions within that role.

• Q: How do I enable 2FA for users?

  • A: Go to the Security Settings under Profile Settings and enable 2FA for the required users.

• Q: Can I delete users from the system?

  • A: Users cannot be permanently deleted but can be deactivated to revoke their access.